V2: Attendance Portal

The v2 attendance portal allows you to easily check in or register members for classes. You can do so through searching for members or with a QR or PIN code.

 

 

Table of contents

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Permissions and accessibility

Staff access:

• Admin
  • Full access
• Manager
  • Full access
• Staff
  • No access

MyStudio plan restrictions:

• None

 

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Launching the V2 attendance portal

1. Access the V2 attendance portal via the link in operations > attendance: https://app.mystudio.io/attendance-portal/login
   1. This link can also be accessed directly from V1 in operations > attendance.
2. Use your credentials to login. 
3. If you have access to multiple MyStudio accounts, you can choose the location after logging in.

 

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Where to get the QR code for student check-in

The QR code for student check-in for the V2 attendance portal can be found in two places:

1.  Participant profile

• Go to all customers > all participants > click the student’s name > click the “show QR code” button located under the student’s name on the left.
• Download the QR code to email to members
• Printing options coming soon

Here are picture references of what you’ll see for this option:

 

2.  Member app

• Students can access the QR code from within the member app.
• After logging into the member app, go to the participant profiles section
• Make sure you are on the correct participant profile and click “show QR code” to see the QR code.

Here are picture references of what you’ll see for this option:

 

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How to use QR codes for student check-in

1. Log into the attendance portal.
2. Choose the class you are checking into.
3. Choose QR code as the method of check-in.
4. Once the camera appears, students can scan their QR codes to check-in or register for the class.

Here are picture references of what this looks like:

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Where to get PIN code for student check-in

The PIN code for student check-in for the V2 attendance portal can be found in two places:

1.  Participant profile

• Go to all customers > all participants > click the student’s name 
• The PIN code is listed under the participant’s name
• Click “generate PIN code” if the student doesn’t automatically have a code

 

This code can also be edited as long as it’s active. PIN codes will deactivate if the student has no active registrations for a year. Here is a picture of what to look for:

 

 

2.  Member app

• Students can access the PIN code from within the member app.
• After logging into the member app, go to the participant profiles section.
• Make sure you are on the correct participant profile. You’ll see the pin code under the participant name.

 

Here is a picture of what to look for:

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How to use PIN codes for student check-in

1. Log into the attendance portal.
2. Choose the class you are checking into.
3. Choose PIN code as the method of check-in.
4. Enter the participant’s PIN in order to check-in or register for classes.

Here are picture references of what this looks like:

 

 

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Changing class display in the attendance portal

You can choose which classes are displayed in the attendance portal. This can be done from the control panel in operations > attendance > settings, or from the attendance portal itself. From the attendance portal:

1. Click “admin” below the class list.
2. Enter your login credentials.
3. Click “settings.”
4. Under class settings choose which display option you’d like.
5. Select “kiosk mode” once you’re done to secure the settings from your customers.

 

Here are some pictures of what this looks like:

 

 

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Differences between class displays

Show all classes: shows all classes available on that day regardless of time.

Show all classes within a specific time: only shows the classes available that day within the time frame you selected of the current time. So if you choose a range of 30 minutes, only the classes that start 30 minutes before and after the current time will appear.

Select only drop in class: None of your classes will appear. The only option will be attendance by time.

Select a specific class: Only the specific classes you choose will appear.

 

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How to check-in students by searching

1. After logging into the attendance portal.
2. Choose the class you are checking into.
3. Select “name search check in” as the check in method.
4. Search for the participant’s name.
5. Click to check in or register.

 

 

Here are picture references of what this looks like:

 

 

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Not seeing searched students

If you do not see a student listed in the V2 attendance portal after searching for their name:

1. Login to MyStudio V1.
2. Go to operations > attendance > settings.

Check the following settings:

 

Setting	What it means	Why student didn’t show
Only show active participants	When this is on (green), only students with active memberships or trials will appear in the V2 portal.	Student may not be in an active trial or membership.

 

For more information on attendance portal settings, check out our article here: Attendance Dashboard and Attendance Portal Settings.

 

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The difference between “check in” and “register”

You may see an option to register for the class instead of “check in.” The difference between these options is:

• Check in: the participant has already registered for this class prior to check in. This means the student just has to check-in.
• Register: the participant could register for the class from the attendance portal directly. Clicking “register” from here will automatically register and check-in the student to the class for that day.

 

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Checking into pre-registered classes from the V2 attendance portal

To check into pre-registered classes:

1. Open the V2 attendance portal.
2. Select the class that the participant pre-registered for.
3. Choose the check in method.
4. Click “check in.” If the option says “register” instead, then the student did not pre-register for this particular class or class time.

 

If you accidentally check someone in, click “checked in” again to undo the check-in.

 

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Registering for classes from the V2 attendance portal

To register for a class from the V2 attendance portal:

1. Open the V2 attendance portal.
2. Choose the class you want to register for.
3. Choose the check in method.
4. Click “register.”
5. If the student is registered to more than one program or trial that can attend the class, choose which registration to apply the attendance towards so that attendance limits and rank requirements are counted correctly.

 

If you need to cancel a registration, click on the three dots next to “checked in” and click “cancel registration.” Here is a picture of what this looks like:

 

 

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Why you have to select a student’s membership

When registering for a class from the attendance portal, the participant may need to select a trial or membership. This occurs when the student is in more than one active trial or membership. 

 

Selecting a trial or membership is required so that the system can connect the attendance to the correct registration. This ensures that attendance limits and rank requirements for each registration are counted correctly.

 

If you experience an error message, check out our references for each error message and how to manage them: Error Messages.

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Showing only students who are registered for class

Showing only students who are registered for a class will be available in a later phase, which is coming soon.

 

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What is a drop-in class?

In the attendance portal, a drop-in class is simply an attendance by time. It still counts towards the membership or trial attendance limits and rank requirements, but does not associate with a specific class.

 

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How to take attendance for drop in classes in the V2 attendance portal

To utilize drop-in check in from the V2 attendance portal:

1. Open the V2 attendance portal.
2. Choose “drop-in class/appointment” from the class list.
3. Choose the check in method.

 

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Showing only active members in the V2 attendance portal

To decide whether to show all or active members in the V2 attendance portal:

1. Login to V1 MyStudio control panel.
2. Go to operations > attendance > settings.
3. Find the “only show active participants” option.
4. Turn this on (green) to show only participants with an active membership or trial in the attendance portals.
5. Turn this off (yellow) to show all participants regardless of active registrations.
6. Make sure to save the setting at the bottom of the page.

Here is a picture of the setting you are looking for:

 

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Showing classes within a specified time range from the current time for check-in

You can choose whether to show all classes or classes within a specific time. To decide this setting for the V2 attendance portal:

1. Login to V1 MyStudio control panel.
2. Go to operations > attendance > settings.
3. Find the “how should class times be displayed” setting.
   • Show all class times: the attendance portals will show all classes for the day
   • Show classes within a specific time: this opens the setting “show classes this many minutes before and after the current time.”
     • Enter the amount of minutes you would like to show
     • The V2 attendance portal will then only show the classes that are occurring within that time frame.
4. Make sure to save the setting at the bottom of the page.

 

Here is a picture of the setting you are looking for:

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Showing or not showing specific participant information in the V2 attendance portal

Usually, you can choose which student information displays in the V2 attendance portal. To decide this setting:

1. Login to V1 MyStudio control panel.
2. Go to operations > attendance > settings.
3. Find the “what information would you like to display for each participant” setting.
4. Select or deselect which pieces of information to display in the portal.
5. Make sure to save at the bottom of the page.

This will be available soon. Here is a picture of the setting you are looking for:

 

 

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Admin mode for the V2 attendance portal

To access the admin mode in the V2 attendance portal:

1. Open the V2 attendance portal.
2. Click “admin” below the class list.
3. Enter your login credentials.

 

Currently, the settings will only give you options for class list display and check-in method options.

 

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Error messages

The attendance portal settings and restrictions in V1 apply to the attendance portal in V2. This means that if the student’s trial is expired or they have a past due payment, they will be unable to register / check-in to class. Here are each of the popups that could occur and their meanings:

Popup	What it means	What to do
“Payment required Pay [amount] to enroll into [class]. Enter last four digits to continue”	The class requires a payment	Member enters the last four digits of a card on file to pay for the class
“Payment error. Approach the front desk and check in with our staff to make sure you are set up correctly.”	The payment has failed	Member can try again or you can attempt to register them from the back end. If payment continues to fail, member may need to contact their bank. Check out our article here for more details on failed payments: Past Due
“Payment required. There is no card on file to register for this class. Check in with our staff to make sure you are set up correctly.”	The member doesn’t have that card number on file	The member can try a different card that is on file, or you can register them for the class from the backend.
“Your trial has expired. Approach the front desk and check in with our staff to make sure you are set up correctly.”	The trial has expired	If not in canceled status, trial end date can be extended. Otherwise, member needs to choose an active trial or membership.
“Attendance limit reached. You have exceeded your [number] class/appointments per [week/month] allotment. Check in with our personnel for more details.”	The student’s program attendance limits have been met	This type of registration can be overridden in the staff POS. Override will be available in the admin mode attendance portal coming soon.
“Class capacity is full. Registration for this class has exceeded its limits. Please try registering for another class.	The class is full	Student needs to choose a different class
“You do not meet requirements. You must be registered for the program or trial associated with this class/appointment. Check in with our personnel or choose another option.”	The student isn’t registered for a trial or membership that is allowed to attend the class.	Student needs to choose a different class, or get registered to the trial or program allowed to attend
“Membership error. Approach the front desk and check in with our staff to make sure you are set up correctly.”	The student is past due on membership payments	Get member caught up on payments. This error can be overridden in the staff POS. Override will be available in the admin mode attendance portal coming soon.
“This class is in the past. You cannot register for this class since it is in the past. Please try registering for another one.”	The class has already past	Student needs to choose another class. If student is registering for a class they already attended and forgot to check-in, you can manually add their attendance through the participant profile.